AGENDA

Inaugural

Council

Late Items

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PALMERSTON NORTH CITY COUNCIL

 

 

 

 

Extraordinary Council MEETING

 

26 October 2016

 

 

 

LATE ITEMS

   

Reports

11.       Committee Structure, Councillor Portfolios and Appointments to Outside Organisations                                                                                                                              Page 5

Report, dated 25 October 2016, from the Mayor, Grant Smith.

12.       Meeting Calendar 2016                                                                                    Page 27

Memorandum, dated 25 October 2016, from the Governance & Support Team Leader, Kyle Whitfield.    

     

 

 

PALMERSTON NORTH CITY COUNCIL

 

Report

TO:                                Council

MEETING DATE:           26 October 2016

TITLE:                            Committee Structure, Councillor Portfolios and Appointments to Outside Organisations 

DATE:                            25 October 2016

AUTHOR/S:                   Grant Smith, Mayor, Office of the Mayor

 

RECOMMENDATION(S) TO Council 1.   That this item be considered as an Urgent Late Item under section 46A (7) of the Local Government Official Information and Meetings Act 1987.   2.   That Council notes the reconfirmation of those Committees listed from a-i. and notes the establishment by the Mayor of the Economic Development Committee, the Arts, Culture and Heritage Committee, and that the Planning and Policy Committee will now be known as the Planning and Strategy Committee: a.      Audit and Risk Committee b.      Committee of Council c.       Community Development Committee d.      Economic Development Committee e.      Finance and Performance Committee f.       Arts, Culture and Heritage Committee g.      Hearings Committee h.      Planning and Strategy Committee i.       Sport and Recreation Committee 3.   That Council endorse the reconstituted Chief Executive’s Performance Review Panel as identified in Attachment One to this report.   4.   That Council notes the Chairperson appointments made by the Mayor to the Committees and Chief Executive’s Performance Review Panel as identified in Appendix One to this report.   5.   That Council approve the membership to the Committees (including the Manawatu District and Palmerston North City Joint Strategic Committee) and Chief Executive’s Performance Review Panel as identified in Appendix One to this report.   6.   That Council approve the Mayor’s recommendations for Deputy Chairpersons of the Committees and Chief Executive’s Performance Review Panel as identified in Appendix One to this report.   7.   That the Terms of Reference for the Committees and specific functions of the Chief Executive’s Performance Review Panel be adopted in the form identified in Appendix One to this report.   8.   That the resolutions made by the previous Council concerning hearing arrangements for the Sectional Review of the Palmerston North City District Plan be adopted for the 2016-2019 term.   9.   That all members of the Hearings Committee who are already accredited under the Making Good Decisions programme are appointed Hearings Commissioners and that those persons have such powers and responsibilities as delegated by the Council to Commissioners.   10. That any members of the Hearings Committee who become accredited under the Making Good Decisions programme be deemed to be appointed Hearings Commissioners from the date their accreditation was confirmed and that those persons have such powers and responsibilities as delegated by Council to Commissioners.   11. That any member of the Hearings Committee wishing to attain accreditation or re-accreditation or training as a Chair under the Making Good Decisions Programme, be authorised to do so, with expenses paid.   12. Note that change around the remuneration to be paid to elected members, will need to be recommended to the Remuneration Authority in due course. 12.  That Council note the Councillor portfolios which are listed in Attachment Two of this report. 13.  That Council approve the Councillor appointments to outside organisations which are listed in Attachment Three of this report.

 

 

 

1.         Overview OF THE PROBLEM OR OPPORTUNITY

1.1       Endorsing the establishment of Committees and the appointment to those Committees of the Chairpersons, approving the Deputy Chairpersons and membership to these Committees and adopting their terms of reference for the continuance of the 2016-2019 term of Council.

 

2.         BACKGROUND AND PREVIOUS COUNCIL DECISIONS

2.1       The Local Government Act 2002 Amendment Act 2012 introduced new powers to the Mayor.  As relevant to this report those powers are (section 21 Local Government Act 2002 Amendment Act 2012, introducing a new section 41A Local Government Act 2002):

a.         To establish committees of Council (subsection 41A(3)(b) Local Government Act 2002). The Mayoral power of establishment of committees includes the power to set the Terms of Reference of committees. 

b.         To appoint Chairpersons of those committees (subsection 41A(3)(c) Local Government Act 2002).  The Mayoral power to appoint Chairs of Committees is separate from the Mayoral power to establish committees.

2.2       The Mayor has exercised his powers by reconfirming existing Committees, establishing the Economic Development Committee, the Arts, Culture and Heritage Committee and the Chief Executive’s Performance Review Panel and appointing Chairpersons to these bodies.

 

2.3       Key elements of the Committee and Panel structures are that:

a.         Three standing committees are to meet once per month on a Monday with the Planning and Strategy Committee, Economic Development Committee and the Finance and Performance Committee commencing meetings at 9:00 am on their respective days.

b.         Full Council meetings are held once per month on a Monday post-dating the meetings of the standing committees referred to at paragraph 2.3a, with meetings commencing at 9:00am.

 

c.         A Committee of Council, with full membership, and the Hearings Committee is reconfirmed to meet as required.

 

d.         An Community Development Committee is to be established to meet quarterly.

e.         An Audit and Risk Committee is reconfirmed to meet quarterly.

f.          An Arts, Culture and Heritage Committee is to be established to meet quarterly.

g.         The Chief Executive’s Performance Review Panel is confirmed to meet as required.

h.         The Terms of Reference for the committees and the specific functions of the Chief Executive’s Performance Review Panel are set out in the Delegations in Appendix One.

3.         DESCRIPTION OF OPTIONS

3.1              With regard to the recommended Committee structure Council could either:

a.         Endorse the Mayor’s recommendations of Deputy Chairpersons to the committees as outlined in Appendix One and resolve to adopt all related recommendations as presented; or

b.         Endorse the Mayor’s recommendations of Deputy Chairpersons to those committees and resolve to adopt a variation of the related recommendations;

c.         Discharge the Mayor’s recommendations for Deputy Chairpersons and adopt other recommendations for these positions.

4.         CONCLUSION

4.1              By endorsing the Mayor’s exercise of certain powers and the adoption of related recommendations will provide certainty to the process for Council business to be conducted early in the new term. It is recommended that Council implement the committee structure as detailed in paragraph 1 of this report.

5.         NEXT ACTIONS

5.1              Appointments to Committees and Chief Executive’s Performance Review Panel; the establishment of any Committees under delegations; and updating the annual meeting calendar 2016/17 for adoption by a Council resolution.

5.2              Notice of Council and Committee meetings to the end of the calendar year 2017 will be provided to elected members and advertised publicly, as required by statute once adopted by Council.

5.3              Advice Outside Organisations of the Council appointments.

Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual <Enter clause>	Yes
Are the decisions significant?	No
If they are significant do they affect land or a body of water?	No
Can this decision only be made through a 10 Year Plan?	No
Does this decision require consultation through the Special Consultative procedure?	No
Is there funding in the current Annual Plan for these actions?	Yes
Are the recommendations inconsistent with any of Council’s policies or plans?	No

 

 

Attachments

1.	Attachment One: Committee Structure and Terms of Reference ⇩
2.	Attachment Two: Councillor Portfolios ⇩
3.	Attachment Three: Appointments to Outside Organisations ⇩

 

 

Grant Smith Mayor

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PALMERSTON NORTH CITY COUNCIL

 

Memorandum

TO:                                Council

MEETING DATE:           26 October 2016

TITLE:                            Meeting Calendar 2016

DATE:                            25 October 2016

AUTHOR/S:                   Kyle Whitfield, Governance & Support Team Leader, City Corporate

 

RECOMMENDATION(S) TO Council 1.   That this item be considered as an Urgent Late Item under section 46A (7) of the Local Government Official Information and Meetings Act 1987. 2.   That the Palmerston North City Council Meeting Calendar 2016 is approved.

 

Issue

At the end of each calendar year and after each triennial election the Council is required to adopt a meeting calendar. This meeting calendar outlines dates, locations and other related information and is published both in hard copy and on the Council’s website.

 

Background

As previously agreed, all regular Council and Committee meetings will start at 9:00am on their respective dates. The meeting structure for the remainder of 2016 is attached.

 

For the rest of 2016 we will be publishing the calendar in a simple format. The Palmerston North City Council Annual Meeting Calendar 2017 will be coming to the next available Council meeting for adoption.

 

Conclusion

Adopt the updated Palmerston North City Council Meeting Calendar 2016 will ensure that it can be distributed and published as required under legislation.

 

 

Attachments

1.

Palmerston North City Council Meeting Calendar 2016 ⇩

 

 

Kyle Whitfield Governance & Support Team Leader